W099--CCTV Mobile Camera Trailers Lease for Cheyenne VAMC

Request for Quote (RFQ) #: 36C25926Q0632 CCTV Mobile Camera Trailers Lease for Cheyenne VAMC
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The Government reserves the right to make no award from this solicitation.
* The deadline for all questions is 4:00pm ET, (July 24th, 2026). All questions must be submitted in writing no later than the question cut-off date marked above. All questions will be answered officially through an amendment to the solicitation.
** Quotes are to be provided to Jennifer.sanders11@va.gov & Jessica.Lottman@va.gov no later than 4:00pm ET, (July 31nd, 2026). Quotes shall not be hand carried. Faxed quotes shall not be accepted. Emailed quotes are the only method of submitted quotes (4MB email limit). The Government reserves the right to make award solely on initial Quotes received. Offerors bear the burden of ensuring that all portions of the offer (and any authorized amendments) reach the designated office before the deadline specified in the solicitation. This RFQ shall be completed in its entirety, and signed and dated, failure shall not be considered for award.
This is a Request for Quote (RFQ) and the solicitation number is 36C25926Q0632. The government anticipates awarding a firm-fixed price contract resulting from this solicitation.
This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-06 effective Oct 01, 2025.
The North American Industrial Classification System (NAICS) code for this procurement is 561621 - Security Systems Services (except Locksmiths) with a small business size standard of ($25 million). This solicitation is 100% set-aside for (SDVOSB s).
List of Line Items; ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001
2.00 EA __________________ __________________
Mobile Camera Trailer Units
Contract Period: Base POP Begin: 08-01-2026 POP End: 07-31-2027
0002
1.00 EA __________________ __________________
Setup Fee (one-time ) upon initial set up. Contract Period: Base POP Begin: 08-01-2026 POP End: 07-31-2027
0003
1.00 EA __________________ __________________
Installation Fee (one time upon initial install). Contract Period: Base POP Begin: 08-01-2026 POP End: 07-31-2027
0004
1.00 YR __________________ __________________
Monitoring Service Contract Period: Base POP Begin: 08-01-2026 POP End: 07-31-2027
0005
1.00 YR __________________ __________________
Enterprise Software Contract Period: Base POP Begin: 08-01-2026 POP End: 07-31-2027
1001
2.00 EA __________________ __________________
Mobile Camera Trailer Units
Contract Period: Option 1 POP Begin: 08-01-2027 POP End: 07-31-2028
1002
1.00 YR __________________ __________________
Monitoring Service Contract Period: Option 1 POP Begin: 08-01-2027 POP End: 07-31-2028
1003
1.00 YR __________________ __________________
Enterprise Software Contract Period: Option 1 POP Begin: 08-01-2027 POP End: 07-31-2028
2001
2.00 EA __________________ __________________
Mobile Camera Trailer Units
Contract Period: Option 2 POP Begin: 08-01-2028 POP End: 07-31-2029
2002
1.00 YR __________________ __________________
Monitoring Service Contract Period: Option 2 POP Begin: 08-01-2028 POP End: 07-31-2029
2003
1.00 YR __________________ __________________
Enterprise Software Contract Period: Option 2 POP Begin: 08-01-2028 POP End: 07-31-2029
3001
2.00 EA __________________ __________________
Mobile Camera Trailer Units
Contract Period: Option 3 POP Begin: 08-01-2029 POP End: 07-31-2030
3002
1.00 YR __________________ __________________
Monitoring Service Contract Period: Option 3 POP Begin: 08-01-2029 POP End: 07-31-2030
3003
1.00 YR __________________ __________________
Enterprise Software Contract Period: Option 3 POP Begin: 08-01-2029 POP End: 07-31-2030
4001
2.00 EA __________________ __________________
Mobile Camera Trailer Units
Contract Period: Option 4 POP Begin: 08-01-2030 POP End: 07-31-2031
4002
1.00 YR __________________ __________________
Monitoring Service Contract Period: Option 4 POP Begin: 08-01-2030 POP End: 07-31-2031
4003
1.00 YR __________________ __________________
Enterprise Software Contract Period: Option 4 POP Begin: 08-01-2030 POP End: 07-31-2031


GRAND TOTAL __________________
Description of Requirement: Providing mobile camera trailers into VA hospital security aims to enhance surveillance and monitoring capabilities by providing continuous, real-time coverage of critical areas, thus improving incident management and response times. The visible presence of these trailers acts as a deterrent to criminal activities while ensuring the safety of patients, staff, and visitors through quick deployment and advanced security features. Additionally, this technology aids in regulatory compliance, optimizes resource use, and builds community confidence by demonstrating a commitment to a secure and safe environment, thereby supporting overall operational efficiency, stakeholder trust and safety.
II. Scope of Work The purpose of this requirement is to lease and integrate two mobile trailers into the security VA hospital security operations seeking to significantly enhance surveillance and monitoring capabilities by delivering continuous, real-time coverage of critical areas. Period of Performance will be base year plus 4 option years. This integration is designed to improve incident management and expedite response times. The conspicuous presence of these trailers acts as a strong deterrent to criminal activities while ensuring the safety of patients, staff, and visitors through rapid deployment and cutting-edge security features. Moreover, this technology facilitates regulatory compliance, maximizes resource utilization, and fosters community confidence by underscoring a steadfast commitment to maintaining a secure and safe environment, thereby bolstering overall operational efficiency and garnering stakeholder trust.
III. Requirements This requirement must provide the rental of two mobile camera trailers, which are able to be used for surveillance, security, and monitoring in various extreme weather environments and associated services. 1. 2 Mobile Camera Trailer Units: a. The trailers will be fully assembled with mounted cameras. b. Solar panels and battery systems for power. c. built-in storage for data recording. d. Pan-tilt-zoom (PTZ) cameras for comprehensive coverage. 2. Surveillance Equipment: a. High-definition cameras b. Night vision capabilities c. Motion detection sensors d. License plate recognition (LPR) System. 3. Software and monitoring services: a. Remote access to live video feeds via web or mobile applications b. Cloud storage for video footage c. Real-rime alerts and notification d. Analytics and Axon reporting tools. 4. Connectivity and Infrastructure: a. Cellular or satellite communication modules for remote locations b. Ethernet and Wi-Fi capable and integrate with current Axon body cameras and Axon reporting software.
IV. Timeline/Milestone - The projected timeline for integrating mobile camera trailers at VA hospitals will be completed within two months once awarded. In the first two weeks, we will define the project scope, objectives, assign roles, and develop an initial project plan, followed by conducting site assessments. By Week 4, we will finalize equipment specifications, place procurement orders, and prepare sites for installation. In Weeks 5 and 6, we will verify equipment delivery, install the trailers, and integrate them with existing security systems. Weeks 7 and 8 will be dedicated to comprehensive testing and validation, conducting training sessions for security personnel, and completing the operational handover. The project will conclude with the compilation of final reports and stakeholder acceptance, ensuring the mobile camera trailers are fully operational within this two-month timeframe.
V. Acceptance Criteria Project Charter and Stakeholder Analysis are documented and approved by all relevant stakeholders. Initial Project Plan, including timeline, budget, and resources, are reviewed and signed off by the project manager and security specialist. 1. Acceptance Criteria: A comprehensive Site Assessment Report is completed, detailing the optimal locations for camera trailer deployment. Recommended deployment locations are approved by the Chief of Police and Physical Security Specialist. Equipment Procurement and Scheduling Procurement Plan is finalized, and all necessary equipment specifications are detailed. Purchase orders are placed, and delivery schedules are confirmed, with a documented Inventory List upon receipt of equipment. Delivery and Pre-Installation Preparation All ordered equipment is delivered, inspected, and verified as per the Inventory List. Pre-installation site preparations are completed, including any necessary infrastructure adjustments, and are signed off by the Installation Team Lead. Installation and Integration Mobile camera trailers are installed at designated locations, with physical installation verified against installation guidelines. The trailers are successfully integrated with the existing security systems and network infrastructure, ensuring compatibility and functionality. Integration and Configuration Documentation is completed and approved by the IT Manager. Testing and Validation A comprehensive Testing Plan is executed, covering functionality, connectivity, video feed quality, and system reliability. All identified issues during testing are resolved, and a Test Results Report confirming system performance is approved by the Project Manager and IT Manager. System Validation Sign-off is completed, confirming that the camera trailers meet all technical requirements and operational standards. Training and Operational Handover Training sessions are conducted for all relevant security personnel, with training materials provided. Post-training assessments confirm that security personnel are proficient in the operation and maintenance of the new equipment. A Support and Maintenance Plan is provided, outlining ongoing technical support protocols. Full Operational Handover is completed, with sign-off from the Security Director confirming readiness for operational use. Project Closeout Final Project Completion Report is submitted, detailing all phases of the project and overall outcomes. Lessons Learned Document is created to capture key insights and improvements for future projects. Final Acceptance Statement is obtained from key stakeholders, including the Project Manager, Security Director, and Compliance Officer, confirming that all project deliverables have been met to their satisfaction. Delivery and acceptance is to be F.O.B Destination (FAR 52.247-34) at the Veterans Affairs Medical Center, located at
Cheyenne VAMC 2360 E. Pershing Blvd. Cheyenne, WY 82001-5356


52.212-1, Instructions to Offerors--Commercial Items applies to this acquisition
ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL
Gray market items are Original Equipment Manufacturers (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts) for VA Medical Centers.  No remanufacturers or gray market items will be acceptable.
Offeror shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM s warranty and service are provided and maintained by the OEM.  All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions.
The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract.  Accordingly, the VA reserves the right to enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items.
Offerors providing an or equal product(s) must adhere to the terms in FAR 52.211-6. If an item in this solicitation is identified as brand name or equal, the purchase description reflects the characteristics and level of quality that will satisfy the Government s needs. The salient physical, functional, or performance characteristics that equal products must meet or exceed are specified in the solicitation. To be considered for award, offers of equal products, including equal products of the brand name manufacturer, must Meet the salient physical, functional, or performance characteristics specified in this solicitation; Clearly identify the item by- Brand name, if any and Make or model number, Include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the Contracting Officer; and Clearly describe any modification the offeror plans to make in a product to make it conform to the solicitation requirements. Mark any descriptive material to clearly show the modification.
The contracting officer will evaluate equal products on the basis of information furnished by the offeror or identified in the offer and reasonably available to the contracting officer. The Contracting Officer is not responsible for locating or obtaining any information not identified in the offer. Unless the offeror clearly indicates in its offer that the product being offered is an equal product, the offeror shall provide the brand name product referenced in the solicitation
If the acquisition is set-aside for SDVOSBs/VOSBs, their socioeconomic status must be VIP verified and visible in the VA Vendor Information Pages (VIP): https://www.vip.vetbiz.gov/ at the time of quote submission AND award, or will be considered non-responsive, and will NOT be considered for award.
Offerors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and found to be prejudicial to competing contactors, the offeror making such contact may be excluded from award considerations.
All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror s page limitations unless otherwise indicated in the specific volume instructions below.
The offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote. All information shall be confined to the appropriate file, and quote should not exceed 8 pages in length.
Submission of quote shall include the following volumes: (I) - Technical capability to meet the Government requirement; (II) - Completion of Attachment - VAAR Clause 852.219-75 VA Notice of Limitations on Subcontracting-Certificate of Compliance for Services and Construction; and (III) Price
Volume I - Technical capability or quality of the item offered to meet the Government requirement The offeror shall submit specifications, cut sheets, or brochures that meets or exceeds the salient physical, functional, or performance characteristic specified in this solicitation.
Volume II - Volume IV VAAR 852.219-75 VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction. The offeror shall complete the provision VAAR 852-219-75 VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction.
Offeror must list any/all subcontractors (and their size standard IAW NAICS 238220) if they will be utilized for this requirement AND what they will be performing. How is your firm going to comply with Limitations on Subcontracting requirements? If no subcontractors will be used, please state No Subcontractors will be used for this requirement in the response.
Volume III Price Price - The offeror shall complete the pricing schedule provided in Section (v) above: Price/Cost Schedule.

(End of Addendum to 52.212-1)
52.212-2, Evaluation--Commercial Items applies to this acquisition
ADDENDUM to FAR 52.212-2 EVALUATION COMMERCIAL ITEMS:
The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government considering price and other factors.
The following factors shall be used to evaluate quotations:
Factor 1. Technical capability or quality of the item offered to meet the Government requirement Factor 2. Completion of Attachment - VAAR Clause 852.219-75 VA Notice of Limitations on Subcontracting-Certificate of Compliance for Services and Construction Certificate of Compliance for Supplies and Products Factor 3. Price
Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2(b)(3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following:
Factor 1. Technical capability or quality of the item offered to meet the Government requirement: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation.
Factor 2. Completion of Attachment - VAAR Clause 852.219-75 VA Notice of Limitations on Subcontracting-Certificate of Compliance for Services and Construction: The Government will evaluate the responses an offeror makes to Attachment - VAAR Clause 852.219-75 VA Notice of Limitations on Subcontracting-Certificate of Compliance for Services and Construction for completeness. If an offeror fails to complete Attachment - VAAR Clause 852.219-75 VA Notice of Limitations on Subcontracting-Certificate of Compliance for Services and Construction their quote will be determined ineligible for award.
Factor 3. Price: The Government will evaluate the price by adding the total of all line item prices, including all options. The Government may use various price analysis techniques and procedures to make a price reasonableness determination. Offers that do not meet or exceed the technical capability or quality of the item offered to the Government requirement shall not be selected regardless of price.
Options. The Government will evaluate quotations for award purposes by adding the total price for all options to the total price for the basic requirement. For purposes of award of this Contract, the Government intends to evaluate the option to extend services under FAR 52.217-8 as follows: The evaluation will consider the possibility that the option can be exercised at any time and can be exercised in increments of one to six months, but not for more than a total of six months during the life of the contract. The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be those rates in effect under the contract each time an option is exercised under this clause. The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price for the basic requirement and the total price for the priced options has the same effect on the total price of all proposals relative to each other, and will not affect the ranking of proposals based on price, unless, after reviewing the proposals, the Government determines that there is a basis for finding otherwise. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8. (End of Addendum to 52.212-2)
52.212-3 Offeror Representations and Certifications Commercial Products and Commercial Services (MAY 2024) (DEVIATION FEB 2025), applies to this acquisition. Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. Offerors must be registered in SAM at time of offer submission.
52.212-4, Contract Terms and Conditions--Commercial Items applies to this acquisition
52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services (JAN 2025) (DEVIATION FEB 2025)
FAR 52.212-5 applies to this acquisition with the following FAR clauses incorporated by reference;
FAR 52.203-6 Restrictions on Subcontractor Sales to the Government (JUN 2020), with Alternate I (SEP 2006) FAR 52.203-17 Contractor Employee Whistle Blower Rights FAR 52.203-19 Prohibition on Requiring Certain Internal FAR 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (JUN 2020) FAR 52.209-10 Prohibition on Contracting with inverted domestic corps FAR 52.219-6 Notice of Total Small Business Set-Aside (NOV 2020) FAR 52.219-8 Utilization of Small Business Concerns (SEP 2021) FAR 52.219-14 Limitations on Subcontracting (Oct 2022) FAR 52.219-28 Post Award Small Business Program Representation (NOV 2020) FAR 52.222-3 Convict Labor (JUN 2003) FAR 52.222-19 Child Labor Cooperation with Authorities and Remedies (JUL 2020) FAR 52.222-35 Equal Opportunity for Veterans (JUN 2020) FAR 52.222-36 Equal Opportunity for Workers with Disabilities (JUN 2020) FAR 52.222-37 Employment Reports on Veterans (JUN 2020) FAR 52.222-40 Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) FAR 52.222-41 Service Contract Labor Standards (Aug 2018) FAR 52.222-42 Statement of Equivalent Rates for Federal Hires (May 2014 FAR 52.222-43 Fair Labor Standards Act and Service Contract Labor Standards-Price Adjustment (Multiple Year and Option Contracts) (Aug 2018) FAR 52.222-44 Fair Labor Standards Act and Service Contract Labor Standards-Price Adjustment (May 2014) FAR 52.222-55 Minimum Wages for Contractor Workers Under Executive Order 14026 (Jan 2022) FAR 52.223-23 Sustainable Products FAR 52.225-1 Buy American Supplies (JAN 2021) FAR 52.225-3 Buy American--Free Trade Agreements--Israeli Trade Act (JUL 2020) FAR 52.225-5 Trade Agreements FAR 52.226-8 Encouraging Contractor Policies FAR 52.232-33 Payment by Electronic Funds Transfer System for Award Management (Oct 2018) FAR 52.232-40 Providing Accelerated Payments FAR 52.233-3 Protest after Award FAR 52.233-4 Applicable Law for Breach of Contract Claim FAR 52.240-91 Security Prohibition FAR 52.244-6 Subcontracts for Commercial
Additional contract requirements or terms and conditions:
52.217-8 Option to Extend Services (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to the prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 45 days.
52.217-9 Option to Extend the Term of the Contract (MAR 2000) [use when options are included] (a) The Government may extend the term of this contract by written notice to the Contractor within 45 days provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 45 days before the contract expires. The preliminary notice does not commit the Government to an extension.
(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.
(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 60 months, or 5 years.
852.212-70, Provisions and Clauses Applicable to VA Acquisition of Commercial Items (Apr 2020)
VAAR 852.203-70 Commercial Advertising (MAY 2018) VAAR 852.219-73 VA Notice of Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses. (JAN 2023) (DEVIATION) VAAR 852.232-72 Electronic Submission of Payment Requests (NOV 2018) VAAR 852.233-70 Protest Content/Alternative Dispute Resolution (SEP 2018) VAAR 852.233-71 Alternate Protest Procedure (SEP 2018) VAAR 852.246-71 Rejected Goods (OCT 2018)
852.252-70, Solicitation Provisions or Clauses Incorporated by Reference (Jan 2008) The following provisions or clauses incorporated by reference in this solicitation must be completed by the offeror or prospective contractor and submitted with the quotation or offer. Copies of these provisions or clauses are available on the Internet at the web sites provided in the provision at FAR 52.252-1, Solicitation Provisions Incorporated by Reference, or the clause at FAR 52.252-2, Clauses Incorporated by Reference. Copies may also be obtained from the contracting officer.
http://www.acquisition.gov/far/index.html https://www.acquisition.gov/vaar
The following FAR provisions are to be incorporated by reference:
FAR 52.204-7 System for Award Management (OCT 2018) FAR 52.204-16 Commercial and Government Entity Code Reporting (AUG 2020) FAR 52.211-6 Brand Name or Equal (AUG 1999)
The following VAAR provisions are to be incorporated by reference:
None

The following FAR clauses are incorporated by reference:
FAR 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (JUN 2020) FAR 52.204-13 System for Award Management Maintenance (OCT 2018) FAR 52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020) FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (NOV 2021)
The following VAAR clauses are to be incorporated by reference:
VAAR 852.212-71 Gray Market Items (APR 2020) VAAR 852.222-71 Compliance with Executive Order 13899. (DEVIATION) (APR 2025
The Defense Priorities and Allocations System (DPAS) does not apply.
Date and Time offers are due to Jessica Lottman @ Jessica.lottman@va.gov (CO) & Jenn Sanders jennifer.sanders11@va.gov (CS) by 4:00pm ET, (July 31, 2026).
Name and email of the individual to contact for information regarding the solicitation: CO: Jessica Lottman Email: Jessica.lottman@va.gov CS: Jenn Sanders Email: Jennifer.sanders11@va.gov